ManEx KB

1. Time & Attendance (T&A)

1.1. Prerequisites for Time & Attendance

Prerequisites for Entering a New Time and Attendance Record:

ManEx’s standard module configuration allows most users to accomplish their daily tasks. For those users wanting to get more from ManEx by leveraging the total solutions, this is one of the optional modules available for purchase. The Time & Attendance module captures information from the Time Card module regarding the worker logging in for the shift and/or logging into a job (Work Order). To place an order or to learn more about this specific module or any of the other optional modules please contact us at http://manex.com\contactus.aspx

After activation, "Job & Time Attendance" access for each user must be setup in the ManEx System Security module. Users with “Supervisor Rights” will automatically have access.

Work Centers	Work Centers to be used in Time & Attendance must be defined in the Production Work Centers & Activities.
Security	The worker must be set up in System Security and the Work Center identified.
Work Shift	The Work Shift must be setup in Work Shift Setup.
Shift	The worker’s shift must be assigned in the User's Work Shift Setup.
Work Order	A Work Order must exist.
Holidays	Holidays must have been set up in the Admin/Production Calendar
Time Type	Time Type must have been set up in Time & Attendance Types.

1.2. Introduction for Time & Attendance

The Time Card module has two functions: 1) to enter the employee coming in at the start and end of the shift, and 2) to track time spent by each employee on each Work Order (Job), by date and time. This information will forward to the Time and Attendance module.

The Time & Attendance module captures information from the Time Card module regarding the worker logging in for the shift and/or logging into a job (Work Order). The user or his/her supervisor may also add additional information into Time Log Management, regarding time off for vacation, jury duty, etc. Several printed reports are available. The information regarding time spent on each job (Work Order) forwards to the Job Costing Module.

If you want to keep track of times worked against a Work order you need to use the Time Card and log in/out of a work order. This will allow you to track hours spent on a specific Work order/job. At the same time the Time & Attendance module will allow a user to be logged in to a different department/workcenter.

If you are looking to use the Time & Attendance module to provide the hours for your payroll system we are going to suggest that regardless of the Work orders the user might be logged into, you will still have to have a record created for the hours worked by that employee for that day per Department and/or Workcenter, by having the employee log into the Time card at the beginning of the shift and logging out at the end of the shift, then run the "Employee Time Card Summary" report. This should give you the information for your payroll.

You cannot use a combination of WO log ins and Time Card log ins.

This explains how the system is calculating the RT and OT. In Time & Attendance Types setup, user can select the RT and OT calculation method for "Time Card" by shift or by total hours worked.

Please note: it's ONLY for "Time Card", that means, for other types like Job, Holiday..... the RT and OT is still calculated by shift. No matter if the user logged in the system (for Time Card) has reached the hours set up in system setup or not, if the logged in/out time for JOB is outside of the shift time that user was assigned. It's calculated as over time.

The time calculated in "Time Card" is more like the tool that user should use to see how much time the user worked during selected time period. But the time worked in "Job" should only be used for the supervisor to see how the time spent on each job, but not for payroll purpose.

A checkbox "Allow to enter hours directly in Time Log Management" is in Time & Attendance Types setup, if it's checked, the user will be able to enter hours directly in Time used field for that type in the Time Log Management. Once user adds a new record for a time log type which is allowed to enter hours directly, the time in and time out fields will be blank out and disabled, and user can enter how many hours for that record directly. Otherwise, the system works the same way as before (the user has to enter time in/out).

The system only allows user to enter "RT" no "OT" can be entered. Therefore, user can not check type "W" or "T" to enter hours directly. The system will have to calculate the total log in time and determine what's the RT and OT for type "W" and "T".

The time in and out will be also blank if the type is "H" -- holiday, and the system will use shift to calculate the RT, no OT will be calculated.

1.3. Fields & Definitions for Time & Attendance (T&A)

1.3.1. Time Card

Time Clock	Depressing on the Time Clock button will cause the system to prompt for the user’s password
OK	Depress OK, the system will log the employee in at the beginning of the shift
Cancel	Depress Cancel to cancel Log in or Out
WO In or Out	A worker should use the Work Order In or Out button only when completing a job or starting a job (Work Order).
Employee Name	Default in Employee's Name from Password entered
WC ID	Displays Work Center ID
Work Center/Department	Displays the Work Center or Department
Work Order	Displays Work Order number
Date In/Out	Displays Date Logged in or Out
Time In/Out	Displays Time Logged in or Out
Hours	Calculates total time logged in

1.3.2. Time Log Management

Field & Definitions:

Employee ID	The workers Identification as entered in Security Setup .
Last Name	The Last name of the worker.
From Date	The first date to be included in the Time Log.
To Date	The through date to be viewed for the Time Log.
Date In	The Date the employee logged in for the shift or for the job.
Time In	The time the employee logged in for the shift or into the job.
Date Out	The date the employee logged out of the shift or out of the job.
Time Out	The time the employee logged out of the shift or out of the job.
Hours	The difference between Time In and Time Out.
H	A check in this box indicates that this is a Holiday
Type	The type of time logged as defined by the Time & Attendance Types in System Set up.
Work Center/Dept	The Work Center or Department the employee is assigned to in Security Setup .
WO Number	The Work Order number logged into in the Time Card module.
O/T Hours	This is hours worked outside of normal hours based on the user setup. (This can be hours in a shift, hours in a day, or hours in the week).
Total RT for Jobs	The total Regular time for Type (W) only
Total RT for Other	The total Regular time of all other types than (W) or (T)
Total RT for Time Card	Total Regular time for (T)
Total Regular Hours	Grand Total Regular hours for all Types
Total OT for Jobs	The total Overtime for Type (W) only
Total OT for Others	The total Overtime of all other types than (W) or (T)
Total OT for Time Card	Total Overtime time for (T)
Total Over Time	Grand Total Overtime hours for all Types
	Depress the button to re-calculate hours after editing, or adding a record
	Depress this button to update Holidays. This will add the holiday hours to each employees records according to their shift setup. Note: The Holiday must be setup in the Admin/Production Calendar.
	Depress this button to Update the Date Range. This refreshes the dates displayed in the lower grid according to the from and to date fields.

1.4. How To ..... for Time & Attendance

1.4.1. Add Time Card Information

You can access the Time Card screen two ways:

Setting up the Users Home Screen as the Time Card within the System Security
So when user enters ManEx and enters their password the Time Card Screen will appear.

Through Shop Floor Tracking by Work Order

Enter Production/Shop Floor Tracking by Work Order Module

The following screen will appear:

Depress the "TIME LOG" button. The Time Card screen will appear:

If user is assigned to work center in security, after user logs in Time Clock or Job, the default work center will defaulted in, if the assigned work center does not exist for that work order user will receive the following message, depress OK and select a WC ID that exists for that work order.

If user is assigned to department in security, after the user logs in Time Clock, the new work center ID field will be invisible because there is no department ID. If the user logs in Job, the cursor will move to work center ID after user enters the WO No. At this time user can enter either WC ID or select WC from pulldown and the other field should refresh to show same value.

TIME CLOCK

Depressing on the Time Clock button will cause the system to prompt for the user’s password. Once the password is entered, depress OK, the system will log the employee in at the beginning of the shift and display as follows:

This will forward to the Time and Attendance module as the worker having logged in for the shift. IMPORTANT NOTE:The worker should use the Time Card button ONLY when reporting into the shift and leaving the shift. While still logged into the shift, you may log in and out to different WO's. DO NOT log out of shift until Shift has ended.

When a user logs in work orders, and he/she has not logged in time card, the system will log the user in time card automatically. When a user logs out the time card, if he/she has any work order still logged in, the system will log the user out of all work orders automatically. The time used in Time card and Work orders are calculated separately and saved in separate tables.

The Time Clock part basically will calculate how long the user logs in the system, no matter what work center/department the user was logged in and out. But WO In/Out does consider work centers. So User can log in multiple work orders/work centers to do jobs.

Work Order In or Out

Depressing the WO In or Out will cause the system to prompt for the Work Order number. This will log the worker onto the specific job once the password is given. Depress the Ok button. This will forward to the Time and Attendance module as the worker having logged in for the specific job. This will also forward to the Job Costing module. IMPORTANT NOTE: The worker should use the Work Order In or Out button only when completing a job or starting a job (Work Order).

To Log out of WO once the work on that job is complete, depress the WO In or Out, enter password, depress the OK button. You are logging out will appear ont he screen:

When shift has ended you will then depress the Time Clock button, enter password, and depress OK, to log out of the shift:

1.4.2. Time And Attendance

Enter Production/Time & Attendance/Time & Attendance Module

The Time Log Management screen will appear:

Select Employee: Once you have entered the Time Log Management module, select either radial for Employee ID or Last Name. Enter in the Employee ID or Last Name in the Red Box and depress the Enter key.

Select To From Dates: The system defaults to the current date. If you want to change this, type in the desired From Date and the To Date. Depress the Update Date Range button. For the selected employee, all of the activity in that date range will display. Some of the activity would be from the Time Card module, but the user may add activity, also.

Add: To add an activity, depress the Add action button. The system will prompt for the password. The cursor will go to the Date In column. (The system will default to the current date for Date In and the current time for Time In).

Type the Date In. The system will calculate the Hours.

Select the Type by placing the cursor on the down arrow and select the type from the Pull down

These are defaulted in from the Time and Attendance Setup module.

Select the Type by placing the cursor on that column. Depress on the down arrow and select the type from the Pull down:

Depress the Save changes action button to save changes, depress the Abandon changes action button to abandon changes.

Edit: To edit depress the Edit action button. You may edit the Times, Dates, Type, Work center and Work Order Number.

Depress the Save changes action button to save changes, depress the Abandon changes action button to abandon changes.

Delete: To delete a line, highlight that line and depress the Delete action button.

Cancel: To cancel an entry, depress the Cancel action button.

Time Log Management Screen with data:

1.5. Reports - Time & Attendance

To obtain the Time & Attendance reports, depress the Reports button.The following screen will appear:

Select the output you desire by clicking on the radial.Choose from Screen, Printer, XL File, TXT File, or PDF.

Highlight the report.

Depress the option tab.

Note that the Time columns is expressed in hours and fractions of hours and not in hours and minutes.

Employee Time Card Detail

Enter the desired date range. Depress the radial for either Work Center or Department.

Depress on the Work Center down arrow and select the appropriate Work Center.

Highlight the desired employee and then depress the > button. If you want all employees, depress the >> button.

Depress the OK button.

This report is designed to calculate the total hours user is logged into system, regardless if it is linked to a Work Order or not.

The following is printed:

Employee Time Card Summary

Enter the desired date range.

Depress the OK button.

This report is designed to calculate the total hours user is logged into system, regardless if it is linked to a Work Order or not.

The following is printed:

Employee Work Order and Work Center Activity

Enter the desired date range.

Highlight the desired employee and then depress the > button. If you want all employees, depress the >> button.

Depress the OK button.

This report is designed for calculating user logging in/out of all jobs within the desired date range.

The following is printed:

Work Order Time Log Activity

Select to View Work Order Time Log Activity for a Single Work order, then enter the Work Order in the box and depress the OK button, or Select to View the Work Order List and highlight the desired Work order number and then depress the > button. If you want all Work orders, depress the >> button.

Depress the OK button.

This report is designed for calculating all activity for the desired Work Order number.

NOTE: If the user has reached the maximum number for the mover list, a system error may occur when the user selects recently created WO's. They MUST then use the Single Work Order selection and enter the Work Order.

The following is printed: